🎯 Purpose of the article
This article explains how to manually register one or more volunteers for an initiative — whether it’s upcoming or already completed. You’ll learn how to:
Anticipate a registration before the initiative takes place
Regularize a participation after the initiative if it wasn’t recorded in time
Use two available methods depending on your needs:
Individual registration from the registration management interface
Bulk registration via file import
✅ Requirements
To carry out this action, make sure you:
Have an administrator role with registration management rights
Check that enough spots are still available on the initiative
Ensure the collaborators have enough engagement credit (if applicable)
🧭 Step-by-step guide
💡 These instructions apply to initiatives with or without time slots.
💻 Regularization via the interface
Go to the My Initiatives tab and click Manage Registrations next to the relevant initiative
Click on + Register a collaborator
You’ll have two options:
The collaborator already has an account: select them from the dropdown list
The collaborator does not have an account: click the dedicated button and fill out the form
You can provide an email address:
It will remain confidential and visible only to the organization and yourself
You can choose whether or not to send follow-up emails
💡 If the volunteer later creates an account using the same email address, they will retrieve their registration history.
📁 Via file import
Click on + Register an employee > Download the template
Fill in the file carefully, respecting each column
Use the exact company name
Save as .csv UTF-8, comma-separated
Import the file by clicking Upload file
Click Next
🧯 Common import errors
Error | Explanation |
Company not found | Check the exact wording (case-sensitive, dashes, no extra spaces) |
"Duration" column is empty | Use a dot as decimal (e.g. |
Empty column | Fill in the missing column |
Wrong date format | Expected format: |
Unrecognized manager email | Invalid format or special characters |
Invalid WORK_TIME_TYPE | Use: |
Volunteer without an account | Cannot be registered for future initiatives without an account |
Insufficient credits | The volunteer does not have enough available hours |
Initiative is full | No spots left — update the capacity if needed |
Incompatible dates | Check the |
Too many rows | Max: 200 lines per file — split into several files |
Missing or incorrect header | Match the exact column titles, case-sensitive |
Duplicate | The same account appears twice — remove the duplicate |
✅ Confirming a volunteer’s participation
After the initiative, the status becomes “pending confirmation”.
Two options:
The user can confirm their participation when they next log in
You can confirm it for them if you are a coordinator:
Filter by Pending confirmation
Click ✔️ to validate
⚠️ If the ✔️ or ❌ buttons are not visible, contact the person and ask them to confirm manually.
💡 Good to know
🧠 Prefer import to manual entry: For more than 10 registrations, use the file import
📩 You can choose whether to send confirmation emails to the volunteers or not
🤝 Registration tracking is synchronized if the person creates an account later using the same email